Overview
Seasonal Administrative Support Specialist Jobs in Las Vegas, NV at Hunt MH Shared Services LLC
Department Information
Who can Apply
This opportunity is only open to residents of the State of Colorado.
About the Colorado Department of Local Affairs
The Department of Local Affairs (DOLA) serves as the primary interface between the State and local communities. The Department provides financial support to local communities and professional and technical services (including training and technical assistance) to community leaders in the areas of governance, housing, and property tax administration. While all state governments provide such services through various Departmental structures, Colorado’s approach is unique in that these local community services are gathered into one Department of “Local Affairs,” which has a central focus on strengthening Colorado communities and enhancing livability.
Vision
The Department of Local Affairs is responsible for strengthening Colorado’s local communities through: accessible, affordable, and secure housing; implementing property tax law; capacity building; strategic training, research, and technical assistance; and funding to localities.
Mission
Our mission is to help strengthen Colorado’s communities.
Why work for the Colorado Department of Local Affairs?
The work we do matters greatly. It matters to us and it matters to the citizens of the great state of Colorado. We love our communities and are passionate about supporting our communities. We value the diversity that Colorado offers. If your goal is to build a career that makes a difference in communities across the State, consider joining the dedicated people of the Department of Local Affairs.
In addition, we offer a great location and great benefits, which include:
Medical and Dental Plans
Strong, secure, yet flexible Retirement Plans including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus pre-tax and ROTH 401K, and 457 plans
Employee Wellness Programs
Paid Life Insurance
11 paid Holidays per year plus Vacation and Sick Leave
Short and Long-Term Disability Coverage
RTD Eco Pass to all eligible State Employees
Flexible work schedule options and hybrid work options
Some positions may qualify for the Public Service Loan Forgiveness Program
Training opportunities
Variety of Free discounts on services and products available through the State of Colorado’s Work-Life Employment Discount Program
Description of Job
Within the Division of Local Government (DLG), the Internal Services work unit provides professional and technical support to the division by managing the budget, developing staffing plans, overseeing business and operational services, providing technical support, executing contracts and processing reimbursement requests.
The Front Desk Administrative Assistant II is the first point of contact for the division, providing clerical support and performing general office recordkeeping. The primary duties and responsibilities of this position include, but are not limited to:
Office and Technical Support
Greet visitors to the office in-person and monitor the main division phone line.
Receive incoming mail, sors, date stamp and distribute to appropriate staff. Process outgoing mail for pickup, including overnight delivery packages/letters (FEDEX). Communicate and arrange with mail services regarding special (usually bulk) mailings. Distribute regional managers’ mail three times per week.
Distribute incoming faxes to appropriate staff in a timely manner.
Receive emails, save documentation, record receipt of documents and respond to senders to acknowledge receipt and successful download.
Take office supply inventory; order supplies; organize supply closet including dollies, overhead projectors, screens, flipcharts, etc. Place supply orders for DLG and allocate charges to correct funding codes.
Monitor/maintain copiers and fax machine, arrange for service calls and supplies.
Communicate with Capitol Complex to request, track, and resolve building repairs and concerns reported by Division staff.
Track and update contact information, create/assign new User IDs and passwords and respond to e-filing account management questions.
Acquire a basic knowledge of division databases, filing portals, and credentialing requirements in order to assist callers and respond to email inquiries from customers having difficulties locating the correct system or logging in.
Monitor and respond to all incoming email queries in Division-wide email accounts to resolve requests.
Primary back-up for division OIT Identity Manager system, used to on-board and off-board staff (request to create/close email accounts, request access to databases and applications, request deletion of accounts and/or access). Position distributes OIT required Statement of Compliance to new hires for signature, and submits the signed document to OIT. Work with the hiring supervisor to determine appropriate accesses for the new hire and to ensure the return of the required documentation prior to on-boarding new staff.
Support the DLG grants drafting team by assisting with receiving and logging all requests for drafting, including award letters from grant programs, scope documents for grant-funded projects, requests to amend or modify existing grant agreements, and approvals of requests to amend or modify.
Budget/Financial Support
Submit, enter, and track procurement documents and purchase orders as well as operations and personal services contracts in the State Contract Management System (CMS), the Colorado Research Engine (CORE), and DocuSign for approvals and execution, and update appropriate division and DOLA databases and trackers.
Receive, review, enter, and process payments for purchase orders and contracts ensuring that charges comply with encumbrance documents and that correct billing templates and accounting codes have been applied.
Receive, analyze, enter and process payment vouchers and expense forms into State Accounting system (CORE) for DLG staff. Analyze and research invoices to charge to correct funding sources. Verify accuracy and completeness of information prior to sending to Accounting for approval and execution. Review invoices and purchase authorizations for compliance with State Fiscal rules, procurement rules and encumbrance documents. Enter purchasing documents into the Contract Management System (CMS).
Primary responsibility for entering into the Check Log database all DLG incoming checks, determining appropriate funding codes to be credited, and physically transferring the checks/cash and deposit report to Accounting staff.
Collect, enter and process travel expense forms into the State Accounting system (CORE). Analyze and research invoices to charge to correct funding sources. Verify accuracy and completeness of information prior to sending to Accounting for approval and execution.
Review invoices, receipts, and travel authorizations for compliance with State Fiscal rules, procurement rules and encumbrance documents.
Serve as liaison for DLG staff between travel agency/airlines, hotels, other state and federal agencies and associations, for travel and conferences, including, but not limited to, arranging for travel, conference registrations, processing payments and reimbursements, and keeping DLG staff informed of correspondence and actions that would impact their job duties.
Process credit card/PCard payments for CRO, CDO, and Main Street staff and allocates monthly charges to correct funding codes.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Class Code & Classification Description
G3A3XX Administrative Assistant II
MINIMUM QUALIFICATIONS
Experience Only: Two (2) years general clerical experience.
OR
Education and Experience: A combination of related education in business management, public administration or a closely related field (as determined by the agency) may substitute for the experience above on a year for year basis.
Ensure that the ‘Work Experience” section of the application is complete and contains all relevant work experience related to the position that you are applying for.
Applicants must upload their unofficial college transcripts that include the student name, college name, courses completed and/or degree with date conferred with this application, in order to receive credit.
Under the Job Application Fairness Act (SB 23-058), applicants may redact information from certifications and transcripts that identify their age, date of birth or dates of attendance from an educational institution.
Required Competencies
Outstanding customer service
Ability to multitask
Excellent written and verbal communication skills
Ability to utilize office equipment
Proven ability to work independently and seek feedback
Attention to detail
Preferred Qualifications
Experience supporting multiple offices, divisions or units
Strong Microsoft Office and Google Suite skills
Experience working with sensitive information of a confidential nature
Conditions of Employment
You MUST be a Colorado resident (at the time of application) to apply for this position.
Pre-employment criminal background checks will be conducted as part of the selection process.
Only complete applications submitted by the closing date for this announcement will be given consideration. Failure to submit properly completed documents by the closing date of this announcement will result in your application being rejected. Please address every requirement for the position with your experience in your application.
Comparative Analysis
Current and former employees (transfers, voluntary demotions, and reinstatements) are required to participate in the comparative analysis process through this job posting.
Applications will be reviewed to determine if you meet the Minimum Qualifications (MQs) for the position. Applicants that meet MQ’s will be included in the Comparative Analysis process. Colorado Revised Statutes require that state employees are hired and promoted through a comparative analysis which may include, but is not limited to, a suitability screening, training and experience review, eSkills Assessment, oral assessment, written performance assessment or it may include a review of your application and your responses to any supplemental questions by a Subject Matter Expert (SME) to assess and rank applicants. Be sure your application specifically addresses the requirements as listed in the minimum qualifications. Address your specialized experience, work products, and accomplishments as they relate to the position duties, required competencies and preferred qualifications in order to establish an eligible list for referral to the hiring manager for final consideration.
Supplemental Information
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
DOLA is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Melissa Bellew, DOLA ADA Coordinator at [email protected].
Email Address: All correspondence regarding your status in the selection/examination process will be conducted via email. Include a working email address on your application; one that is checked often as time sensitive correspondence such as exam information or notification will take place via email. Please set up your e-mail to accept messages from “state.co.us” and “[email protected]” addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.
Biweekly Pay: As of July 1, 2023, all DOLA new hires, including transfers of current state employees and reinstatements of former state employees, will be placed on the biweekly pay schedule. This means you will be paid every other Friday for a total of 26 pay periods over the course of a year. Biweekly pay is also lag pay, meaning you will be paid two weeks after the end of each pay period. Please click here for more information about the move to biweekly payroll.
Technical Assistance: If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) please contact NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time). Helpful hints: if you are having difficulty uploading or attaching documents to your application first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt to upload (attach) it.
Appeal Rights: An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director. As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.
Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at [email protected] within ten (10) calendar days from your receipt of notice or acknowledgment of the Department’s action. For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director’s Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules.
For questions related to this job posting, please reach out to Melissa Bellew via email at [email protected].
Title: Seasonal Administrative Support Specialist
Company: Hunt MH Shared Services LLC
Location: Las Vegas, NV
